Agenda, decisions and minutes

There were no declarations of interest.

There were no items of urgent business.

To confirm as a correct record the minutes of the meeting held on 1 September 2016.

The Minutes of the meeting of the Committee held on 1 September 2016 were confirmed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman welcomed Councillor Andrew McHugh to the Committee, following his election to the Adderbury, Bloxham and Bodicote Ward in September 2016.

Councillor McHugh had replaced Councillor Nick Mawer, who the Chairman thanked for his time on the Committee.

Report of Head of Environmental Services

Purpose of report

The purpose of this report is for the Overview & Scrutiny Committee to consider the proposed response to the Council motion regarding grass cutting

Recommendations

The committee is recommended:

1.1      To note the co-ordinated activities which currently take place

1.2      To note the high levels of customer satisfaction with Parks and Open spaces

1.3      To support the proposed actions to improve co-ordinated activity.

Resolved

(1)       That the co-ordinated activities currently taking place be noted

(2)       That the high levels of customer satisfaction with Parks and Open spaces be noted

(3)       That the proposed actions to improve co-ordinated activity be supported

The Committee considered a report from the Head of Environmental Services, which detailed a response to a motion submitted to the 18 July 2016 Council meeting regarding maintenance of amenity space across the district.

In response to questions from the Committee, the Head of Environmental Services explained that maintenance of grass verges was the responsibility of Oxfordshire County Council.

With regards to areas of unregistered land, the Street Scene and Landscape Services Manager explained that the preference would be for the local town or parish council to take over responsibility for maintenance of the land, but acknowledged that this might not be possible in every case.

The Head of Environmental Services advised the Committee to contact the Street Scene and Landscape Services Manager directly if there were any specific areas of concern across the district.  

Resolved

(1)       That the co-ordinated activities currently taking place be noted.

(2)       That the high levels of customer satisfaction with Parks and Open spaces be noted.

(3)       That the proposed actions to improve co-ordinated activity be supported.

Report of Director – Strategy & Commissioning

Purpose of report

To provide an update on the Cherwell Business Plan progress to the end of Quarter Two 2016/17.

Recommendations

The meeting is recommended to:

1.1         Note the exceptions highlighted and proposed actions.

1.2         Identify any performance related matters which the Overview and Scrutiny Committee may wish to review or refer to Executive.

Resolved

(1)       That the highlighted exceptions and proposed actions be noted

(2)       That no performance related matters be referred to Executive

The Committee considered a report from the Director – Strategy and Commissioning which provided an update on performance during quarter two, 1 June to 30 August 2016.

The Corporate Performance Manager introduced Nicola Leonard, the new Consultation and Engagement officer who had recently joined the Council. Nicola would be involved in work to enhance the Customer Satisfaction Survey, as well as supporting consultation activities.

In response to questions from the Committee, the Corporate Performance Manager agreed to clarify whether the target time for indicators 3.2.2a, b and c, average time taken to process change of circumstances, housing benefit claims and new housing benefit claims, was working days or calendar days.

Resolved

(1)       That the highlighted exceptions and proposed actions be noted.

(2)       That no performance related matters be referred to Executive.

Report of Director – Strategy & Commissioning

Purpose of report

This report provides a summary of the key messages from the Annual Customer Satisfaction Survey which was undertaken in July 2016. Full details from the survey are contained in Appendix 1 which is the full report delivered by the company who ran the survey independently on behalf of Cherwell District Council (CDC), Marketing Means. This report will also outline some recommended actions to develop the Annual Customer Satisfaction Survey as an integral part of CDC’s consultation with residents.

Recommendations

The meeting is recommended to:

1.1         Note the contents of the report and appendices.

1.2         To note that Executive agreed that the 2016 results are used as a baseline for future target setting and benchmarking (given the change in methodology for identifying and receiving information from respondents).

Resolved

(1)       That the report and appendices be noted

(2)       That it be noted that Executive agreed that the 2016 results are used as a baseline for future target setting and benchmarking  

The Committee considered a report from the Director – Strategy and Commissioning which detailed results of the Annual Customer Satisfaction Survey.

The Corporate Performance Manager explained that a different process has been used for completing the survey, with a paper questionnaire being posted to 3,500 residents who had been chosen at random, rather than via a Citizens’ Panel. A breakdown of the responses received ward by ward had been circulated to all Members.

In response to questions from the Committee, the Corporate Performance Manager confirmed that the results of the survey would be used to inform future priority setting. 

Resolved

(1)       That the report and appendices be noted.

(2)       That it be noted that Executive agreed that the 2016 results are used as a baseline for future target setting and benchmarking. 

Report of Community Services Manager

Purpose of report

To review the progress made against the actions of the 2015 Safeguarding review and to consider the Section 11 return for 2016.

Recommendations

The meeting is recommended:

 1.1        To note the action plan progress made to date.

1.2      To endorse the draft Section 11 audit for 2016/ 17 for submission to the NSCB in December 2016

Resolved

(1)       That action plan progress made to date be noted

(2)       That the draft Section 11 audit for 2016/17 be endorsed for submission to Oxfordshire Safeguarding Children Board in December 2016

The Committee considered a report from the Community Services Manager which detailed the draft Section 11 audit for submission to the Oxfordshire Safeguarding Children Board.

The Community Services Manager explained that good progress had been made on the action plan. A part time Safeguarding Officer would be joining the council in 2017 whose role would be concentrating on further training to include Members. 

Resolved

(1)       That action plan progress made to date be noted.

(2)       That the draft Section 11 audit for 2016/17 be endorsed for submission to Oxfordshire Safeguarding Children Board in December 2016.

Report of Head of Law and Governance

Purpose of report

To give an update on the Overview and Scrutiny work programme for 2016-2017

Recommendations

The meeting is recommended:

1.1         To review the draft work programme (Appendix 1).

1.2         To decide whether or not to continue with the Youth Engagement Review

1.3         To approve the draft scoping document relating to the A361 Traffic review (Appendix 2)

1.4         Identify any items from the Executive Work Programme to form part of the Overview and Scrutiny Committee Work Programme for 2016/17.

1.5         Identify any other possible future topics for scrutiny and consider whether these topics should have scoping documents produced, based on the considerations of risk and what value scrutiny can add through considering the issue.

Resolved

(1)       That the draft work programme be approved, subject to the inclusion of an item relating to an update on the website project

(2)       That the Youth Engagement Review be continued, with a working group comprising of Councillors Anderson, McHugh, Prestidge, Slaymaker, Rhodes and Woodcock

(3)       That the scoping document relating to the A361 traffic review be approved

(4)       That Executive Lead Members be invited to future meetings of the Committee, to explain their role and responsibilities

(5)       That a working group be established comprising of Councillors Anderson, Brown, Lis, Prestidge and Williams to look at the issue of mobile phone signal across the district

The Committee considered the draft work programme.

With regard to the Youth Engagement review, the Committee felt it was important for the review to continue in some way, as it was possible that interest from the schools could increase at the time of major elections. It was agreed that the membership of the working group be increased to include Councillors Anderson, McHugh, Prestidge, Slaymaker and Rhodes from the Committee, and also Councillor Sean Woodcock.

In connection with the A361 traffic review, the Committee approved the draft scoping document.  

The Committee discussed other areas of concern, and officers agreed to gather more information from relevant Cherwell officers in relation to gym and leisure facilities and how the management contracts were monitored; housing numbers; and issues around parking on grass verges.

With regard to concerns over mobile phone signal in the district, the Committee agreed to set up a working group comprising of Councillors Anderson, Brown, Lis, Prestidge and Williams, to look at the issue in more detail.

The Committee also expressed an interest in inviting each of the Executive Lead Members to future meetings of the Committee to find out more about their roles.

It was also agreed that officers involved with the website improvement project be invited to a future meeting of the Committee to provide an update.

Resolved

(1)       That the draft work programme be approved, subject to the inclusion of an item relating to an update on the website project.

(2)       That the Youth Engagement Review be continued, with a working group comprising of Councillors Anderson, McHugh, Prestidge, Slaymaker, Rhodes and Woodcock.

(3)       That the scoping document relating to the A361 traffic review (annex to the Minutes as set out in the Minute Book) be approved.

(4)       That Executive Lead Members be invited to future meetings of the Committee, to explain their role and responsibilities.

(5)       That a working group be established comprising of Councillors Anderson, Brown, Lis, Prestidge and Williams to look at the issue of mobile phone signal across the district.